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Workplace Strategy 2025
Yulia Zhuravleva

Workplace strategy 2026: Trends in workplace management

The last few years have shown: The workplace is no longer a "place", but a system of spaces, digital tools, routines and rules that allow employees to work productively and healthily. In 2026, workplace management will therefore become an even more strategic discipline. It's not just about managing desks, but about designing experiences, managing costs, ensuring compliance and reacting flexibly to new ways of working.

In this article, we look at the key trends that will shape workplace strategy in 2026 and what they mean for companies in concrete terms.

Top questions answered

What is a workplace strategy?

A workplace strategy defines how an organization designs and manages work locations, office spaces, technologies, and policies to support effective work and business goals. It outlines where work takes place, how collaboration is organized, and how space and resources are used.
What is an example of a workplace strategy?

An example of a workplace strategy is a hybrid working model with fixed team days in the office. Employees come together on specific days for collaboration, meetings, and workshops, while focused individual work can be done remotely.
What types of workplace design are there?

Common types of workplace design include assigned desks, desk sharing, activity-based working with different work zones, and hybrid models that combine office-based and remote work. The right approach depends on job roles, team structure, and company culture.

 

 

Contents


How hybrid work is sustainably anchored in the company

Many companies have introduced hybrid work , but have not operationalized it consistently. In 2026, it will be less about the question "Remote or office?" and more about clear rules: Which activities require presence? When is synchronous working in the office really worthwhile? And how can we ensure that teams work together fairly regardless of location?

What is changing:

  • Team agreements are becoming standard: fixed collaboration days, focus times, meeting rules.

  • Role-based attendance replaces blanket quotas: Sales, product development, customer support or finance have different requirements.

  • Focus on results becomes more measurable: output, throughput times, customer satisfaction, not "visibility".

Implication for your strategy: Define hybrid as an operating model. Without concrete principles, hybrid remains a long-term project with friction and inefficient use of space.

From desk sharing to activity-based working

Activity-based working is not a new concept, but in 2026 it will be much more pragmatic. Many companies have learned that new room types alone are not enough. Without clear rules, good acoustics and functional booking, frustration and inefficient use arise.

Instead of radical desk-sharing concepts , organizations are focusing more on balanced models. In addition to open areas, quiet zones for concentrated work are becoming more important again. Project areas and fixed team zones provide orientation and a sense of belonging.

Typical for 2026 is a mixture of:

  • Focus areas with clear usage etiquette

  • Collaboration zones for workshops and teamwork

  • flexibly usable spaces that adapt to changing requirements

Activity-based working is thus implemented in a less ideological and more user-centered way.

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Office space is shrinking, demand is rising

Many companies are reducing their office space, but the office is not disappearing. On the contrary: the significance of the office is changing. It is becoming a place for collaboration, exchange, learning and culture. Individual work is taking place outside more often, while the office is being used specifically for added value.

In 2026, companies will therefore be investing less in space and more in quality. The focus will be on acoustics, lighting, ergonomic equipment and reliable technology. Rooms will be designed to be multifunctional in order to cover different usage scenarios.

A modern workplace strategy takes this into account:

  • real utilization data instead of historical space requirements

  • flexible room concepts with multiple uses

  • a consciously designed office experience that justifies the commute

Reducing space without a conceptual reorientation, on the other hand, often leads to overcrowding and declining acceptance.

Data-based decisions in modern workplace management

Workplace management will be significantly more data-driven in 2026. Companies will use booking data, utilization analyses and feedback to make well-founded decisions. The aim is not monitoring, but transparency and continuous improvement.

A few, easy-to-understand key figures are particularly relevant here. Instead of complex dashboards, the focus is on insights that enable concrete measures to be taken. At the same time, data protection plays a central role. Employees will only accept analytics if it is clearly communicated which data is collected and for what purpose.

Typical key figures are:

  • Utilization by room type and location

  • No-show rates for bookings

  • Efficiency of meeting rooms

  • Qualitative satisfaction with working environment and services

Data thus becomes the basis for a learning workplace strategy, supported by digital workplace tools such as desk.ly Connect.

Workplace booking becomes part of the employee experience

In 2026, booking systems will be far more than just administrative tools. They are the link between hybrid work, space strategy and employee experience. When booking is complicated or unreliable, unofficial workaround solutions quickly emerge.

Modern workplace systems rely on intuitive user guidance and integrated processes. Employees expect to be able to plan their working day easily without having to use multiple tools.

Important developments include

  • centralized booking of workstations, rooms, parking spaces and visitors

  • intelligent suggestions based on meeting size or location

  • clear rules for check-ins and automatic release of unused resources

A good booking experience increases acceptance and contributes directly to space efficiency.

vergleich-hot-desking-desk-sharing (1)

Sustainability becomes operationally measurable

Sustainability is firmly anchored in workplace management in 2026. Companies are under pressure to cut energy consumption, reduce emissions and demonstrate sustainable decisions. The workplace plays a central role in this.

Instead of individual measures, the focus is on systematic management. Occupancy, energy, procurement and mobility are considered in conjunction with each other. Hybrid work has a direct impact on commuting routes, space utilization and energy requirements.

Among other things, the focus is on

  • energy-efficient building management based on real use

  • Reuse and modular furnishing concepts

  • Transparent supply chains and sustainable service providers

Sustainability thus becomes part of daily operations and not just a strategic goal on paper.

Health, focus and inclusion take center stage

The workplace 2026 takes greater account of different needs. Concentration, mental health and neurodiverse working methods are becoming increasingly important. Companies are recognizing that performance is closely linked to the working environment.

In addition to ergonomic equipment, acoustics, retreat options and clear structures play a key role. Not everyone works equally well in open environments, and not every task requires collaboration.

An inclusive workplace strategy offers:

  • Quiet zones with clear rules

  • Retreat areas beyond classic telephone boxes

  • flexibly adaptable environments for different types of work

The goal is not maximum capacity utilization, but sustainable performance.

Governance creates orientation in hybrid everyday life

The more complex working models and tool landscapes become, the more important clear governance becomes. In 2026, companies will increasingly rely on defined responsibilities and transparent decision-making processes in workplace management.

Successful organizations clearly regulate who is responsible for spaces, tools, policies and communication. Regular reviews ensure that strategy and reality do not drift apart.

Functioning governance includes

  • clear responsibilities between HR, IT, facilities and management

  • regular reviews of usage, costs and satisfaction

  • clear communication of rules and changes

Governance ensures that the workplace strategy remains sustainable in the long term.

Conclusion: workplace strategy 2026 needs clarity and consistency

In 2026, workplace management will develop into a strategic discipline that goes far beyond the office. Companies that want to be successful will think of the workplace as an integrated system of space, technology, culture and data.

The key is not to follow every trend, but to develop a clear, realistic strategy that matches your own goals. Less complexity, more orientation and consistent implementation make the difference.
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Yulia Zhuravleva

Yulia is a Search Experience Manager at desk.ly, creating content on hybrid work models, desk booking, and digital trends. Her articles combine practical insights with data-driven perspectives to help companies and employees thrive in the modern workplace. She enjoys working flexibly between the office and home, and understands how important the right environment is for productivity.

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